The Department of ‘Umumi maintains records of the Majlis activities and co-ordinates between Markaz and Majlis. Also, it administers the secretariat of the Majlis.

DUTIES

• Submit the Monthly Report Form of Majlis to the National Markaz on prescribed Form. So Markaz can give better feedback after knowing all the situation of Majlis. A Monthly Report Form signed by Nāzim Atfāl and Qa’id Majlis of a current month must be received by the 5th of the next month at National Markaz. Ensure that all questions in the Monthly Report Form are answered even if no activity took place. Precise figures should be used rather than percentage or estimates. Keep a copy of the Monthly Report Form for local records of the Majlis before submission to the National Markaz.
• Aside from Monthly Report, a separate report for any important work done in Majlis should also be submitted to the Markaz after giving a brief note in Monthly Report Form.
• Feedback received from National Markaz or Region must be implemented and a compliance report must be submitted.
• Prepare a list of the members of local Majlis-e-’Āmila (Office Bearers) with their name, telephone number, address, and best time to reach them. Also, information regarding ‘Āmila members performing five times daily prayers and recitation of the Holy Qur’ān should be gathered. These can be gathered through an anonymous survey held in the Local ‘Āmila Meeting or from an IQF (Individual Questionnaire Form).
• Organize a Refresher Course for all the local office bearers of the Majlis under the supervision of Nāzim Atfāl. When a new office bearer is appointed during the year, a Refresher Course must be organized for him.
• Arrange Ijlas-e-’Āmila (Office Bearers Meeting) with the approval of Nāzim Atfāl and inform all ‘Āmila members of this. At least one ‘Āmila meeting must be held every month. Prepare an agenda of every ‘Āmila meeting with the co-ordination and approval of Nāzim Atfāl, and make it available to members of the ‘Āmila before the meeting. Record and maintain the attendance and minutes of the ‘Āmila meeting. Secretary ‘Umumi should read these minutes in the next meeting.
• Arrange Ijlas-e-’Ama (General Body Meeting) with the approval of Nāzim Atfāl and inform all Atfāl of Majlis though Sa’iqeen. Make these Ijlas interesting for Atfāl, and try to involve each Tifl in the program. This Ijlas should be organized every month exclusively for Atfāl and should not merge with any other meeting.
• At least once every six months, arrange Parents’ Day with the co-ordination and approval of Nāzim Atfāl to involve parents in education and training of Atfāl. It can also help to inform parents about the current and future activities of the Majlis to get their maximum co-operation.
• Organize Ashra Atfāl once every 3 months. During these 10 days, make every effort to successfully arrange variety of programs for Atfāl, and analyze the outcomes of these programs.
• Ensures that all Majlis’ functions are held in a safe environment.
• A proper Filing System must be established for Majlis records. Copies of Monthly Report, Minutes of Meetings, Circulars, Mail Folders, Incoming / Outgoing Letters, Red Book etc.